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View Manual Invoice Custom Invoice Item Types


Manual Invocie/Custom Invoice Item Types

KB Article #15 became corrupted, the text from this article is reprinted here:


To create a manual invoice, perform the following steps:

Start the invoicing tool from the Admin module by selecting the Tools /Admin Tools / Invoicing

Select the Group to invoice by the Group selection box.

Make sure ‘Invoices’ is the current mode. The mode is displayed in brackets after ‘Manage Invoices’ on the top of the form (ie Manage Invoices – [Invoices])

Click the ‘New’ button (to the right of the Display Invoices button)

The invoice details can be changed on the right side of the screen. When the details are correct, click the ‘Update’ button to save the changes, then the ‘Save changes to DB’ button to write the invoices to the database.

To place line items on the invoice, ‘Invoice Items’ mode must be selected, this can be done by double clicking the grid or clicking the toggle button (to the left of the Display Invoices/Invoice items’ button.

If custom invoice items types have not been defined, they can be created via the Tools/Invoice Item Types menu.

To create new invoice item types, click the ‘New’ button and enter the information. The Debit/Credit field should be updated so that the invoice total will correspond with the sum of the invoice items. If Debit is selected, the amount of the item will be added to the invoice, if Credit is selected, the amount will be subtracted from the invoice. The ‘Format String’ field is also very important; it can be used to place descriptive text into the invoice detail lines. There are four fields that can be placed from the ‘invoice details’ tab to the ‘Reference Details’ tab. (The Reference Details (fields F1 through F15) are what are displayed in the invoice details section of the invoice.) These fields are Misc1,Misc2,Misc3 and Comments, when these values are changed on the “Item Details” tab, the values can be placed on the ‘Reference Details’ tab. The format of the ‘Format String’ command is

=value, more than one fields can be specified and the list is separated by commas. For example if the Format String was F15=%Comments%,F14=%Misc1%, then the contents of the invoice items comments fields would be placed in F15 and the contents of Misc1 would be in field F14. F15 is a common field to use, since that field runs from the ID to the Tip/Toll field.

After the values are entered, the ‘Update’ command will save the changes and the ‘Save changes to DB’ button will write them to the database.

When all of the invoice items types have been entered, exit the screen by using the File, Exit command.

To add a new invoice item, click the ‘New’ button and enter the information on the right hand side of the screen. Some values may be not allowed to be edited based on the ‘Item Defaults editable’ value of the Item Type selected. If the format string is defined, when the Misc1,Misc2,Misc3 or Comments field is changed, the Reference details tab will be updated based upon the Format String.

The ‘Update’ command will save the changes and the ‘Save changes to DB’ button will write the changes to database.

Once all of the items have been entered, the invoice can be printed and posted in the same manner as system generated ‘reservation’ invoices.